Information for Committee Conveners and Chairs

  • Convene your committee early in the fall semester and have the members elect the chair for the academic year.
    • Notify the Faculty Senate Coordinator with the name of the chair: 474-7112.
      • Committee chairs comprise the Faculty Senate Administrative Committee (along with FS leadership and the Provost).
      • The chair will be added to the email distribution list for the Administrative Committee.
        (See "Attend Administrative Committee meetings" below for more info.)
  • Identify a regular meeting time for your committee.
    • Contact the Faculty Senate Coordinator if you would like a Doodle poll to be done for you.
    • Notify the Faculty Senate Coordinator of your regular meeting time.
    • Notify the Faculty Senate Coordinator if you need rooms booked for meetings;
      or, you may book a meeting yourself, if you prefer.
  • Facilitating remote participation for your committee
    • For 2017-18: Two Rivers Audio Conferencing will be available for use by committees with members at remote or off-campus sites.  The audio bridge number is provided below.  You MUST RESERVE PINs for your meeting, or you might be meeting with another group other than your committee at the same time...!  Call the Faculty Senate Office at 474-7964 to reserve PINs.  To help us avoid unauthorized charges, do not share PINs or post them publicly, please.
    • LOCAL callers: notify your Chair in advance if you need to call in to a meeting.  If there is only one local caller, it is FREE for the Chair to call YOU instead paying for a local call on Two Rivers.  PLEASE CONSIDER OUR DWINDLING BUDGET and use this option if at all possible -- unless everyone is comfortable with another free option like Google Hangouts.

Need training on how to use Hangouts?  Training resources provided by UA include Atomic Learning which provides training on how to utilize Hangouts.  See the Training Resources section of the page link below.  Atomic Learning is accessible to all UA employees via their single sign-on credentials (what you use to login to your Google email account).

Google for Education also provides an online Training Center which includes instruction on Hangouts (slightly more cumbersome to navigate through than the resource shared above).

  • Two Rivers Audio Conferencing: For non-local participants, or meetings where more than one local person needs to call in:
    • 1-866-832-7806
    • If you have just one local caller, call them from the phone or polycom device in your meeting room instead; that is free and helps our budget.
  • Review the Faculty Senate bylaws with your committee and decide if they need to be updated.
    • Current "Committees" section of the bylaws. Bylaws are linked at:
      (A downloadable PDF is also posted on this page.)
    • Changes to committee-related bylaws require a formal motion to go before the full Faculty Senate for voting.
    • Sample motions to change committee bylaws. See Chapter 4 in the Faculty Senate Handbook and Directory for more information about motions and resolutions, and for more examples.
    • The committee-approved motion is brought by the chair to the Administrative Committee for discussion and approval to be included in the next Faculty Senate meeting agenda.
    • FS bylaws contain important information about the membership of each senate committee and should be regularly reviewed by the membership at least once a year.
    • Ex officio members are non-voting members and do not count toward a meeting quorum.
  • What to do with requests from external entities
    • From time to time you may get requests from entities external to the Faculty Senate to look into a particular issue. If you have not received such a request in writing, please ask for it to be put in writing (email is fine). Share this with the Faculty Senate Coordinator and Senate leadership. By doing so, you will help facilitate answering any questions to ensure an issue is considered by the appropriate committee, and help in prioritization of tasks that committees are being assigned.
  • Set the agenda for committee meetings.
    • You may distribute agendas to your committee members if that is your preference; or, upon your request the Faculty Senate coordinator will distribute them for you via email.
    • Include the meeting location and Google Hangout information (if applicable) in your agenda.
  • Identify a committee member to take meeting minutes during the meeting.
    • Usually minutes from the prior meeting are reviewed at the next meeting and approved by all committee members. Minutes can be approved via email if that is preferred.
    • Send a copy of the approved minutes to the Faculty Senate coordinator for inclusion in the Administrative Committee and Faculty Senate meeting agendas.
    • Approved minutes will also be posted online at the committee's web page.
    • The Faculty Senate coordinator is not available to take notes for committees with the notable exception of the Curriculum Review Committee (due to the extensive follow-up required with processing curriculum).
  • Attend Administrative Committee meetings.
    • Schedule of Faculty Senate and Administrative Committee Meetings is posted on the Faculty Senate home page.
    • Committee actions (usually in the form of motions or resolutions) are brought by the committee chairs to the Administrative Committee for discussion. Upon the consensus of the Administrative Committee, actions will be included in the agenda for Faculty Senate.
    • The Administrative Committee is also a forum for discussion of issues affecting faculty and the university. The Provost is an ex officio member of the Administrative Committee.
    • Attending Administrative Committee meetings is not optional. If a chair can not make a particular meeting, arrange for an alternate to attend that meeting.
    • If a committee has co-chairs, both usually attend the Administrative Committee meetings. If one of the co-chairs can not attend, the co-chair in attendance has the responsibility to update the other.
  • Attend Faculty Senate meetings.
    • Attendance at Faculty Senate meetings is a primary responsibility of all Faculty Senate members, but particularly committee chairs.
    • If your committee has formal action for the Faculty Senate, the chair brings this action to the floor of the senate and provides background and information and answers questions as necessary.
    • If an action is referred back to the committee, the chair brings the matter back to the committee at their next meeting.
  • Prepare an annual report at the close of the academic year.
    • The annual report summarizes the work of the committee for the past academic year. Its purpose is to inform and prepare the next term's committee for continuing business.
    • The annual report is turned in prior to the last Administrative Committee meeting in April to be included in the May Faculty Senate agenda.
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